Office Manager & Communications Coordinator

1.

Communications ManagementHandle Aquatop’s day-to-day internal and external communications in a professional and timely manner.Act as a main point of contact for general supplier communication, client inquiries, sales team requests, and management follow-ups.

Prepare, send, and follow up on emails to suppliers, clients, and internal departments.Maintain clear communication records and ensure that important requests, emails, and follow-ups are not missed.

Escalate urgent or important matters to the management team when required

2.

Supplier Communication & CoordinationHandle general communication with local and international suppliers.

Forward relevant requests and information to suppliers as needed.

Follow up with suppliers to ensure timely responses.

Organize supplier responses and related communication clearly for management or the relevant department.

Maintain organized records of supplier communication and follow-ups.

Coordinate supplier communication with internal teams when required

3.

Management Office & Secretarial SupportProvide administrative and secretarial support to the management team.

Manage agendas, calendars, meeting schedules, reminders, and follow-up tasks.

Coordinate internal discussions and ensure pending items are followed up properly.

Prepare meeting notes, task lists, and action-point summaries when needed.

Help organize priorities and communication flow between management, suppliers, clients, and internal departments.

Support the management team in keeping day-to-day activities organized and on track.

4.

Client & Sales Team Communication SupportAssist with important client emails and inquiries.

Coordinate with the sales team to clarify requests, missing information, client requirements, and supplier responses.

Ensure professional written communication with clients and external stakeholders.

Help maintain a consistent, responsive, and organized communication process across the company.Follow up on pending communication between sales, management, clients, and suppliers.

5.

Office AdministrationSupport general office management and administrative coordination.

Maintain organized digital and physical files, email records, supplier correspondence, client communication, and management follow-ups.

Assist with general day-to-day office requirements as needed.

Coordinate between departments to ensure smooth information flow.

Help improve organization, follow-up systems, and communication processes within the office.

Bachelor’s degree in Business Administration, Communications, Management, or a related field. 2–5 years of experience in office administration, executive assistance, communications coordination, supplier coordination, or a similar role.

Excellent written and spoken English.

Strong email-writing skills and professional communication style.

Strong organizational skills and attention to detail.

Ability to follow up persistently, professionally, and politely.

Good command of Microsoft Office, especially Outlook, Word, and Excel.

Ability to handle multiple requests from management, sales, suppliers, and clients at the same time.Ability to work with confidential or sensitive business information.